Professional Documents
Culture Documents
Outreach
To Constituents
20 APPROACHES
September2009
Legislator’s Practical Guide:
Outreach
To Constituent
Written by:
The Indonesian Institute
Published by:
The International Republican Institute
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TABLE OF CONTENTS
CHAPTER VI
Conclusion
Appendix
International Republican Institute
Chapter 1
Role of Regional Legislative Council
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Chapter 1 Role of Regional Legislative Council
Role of Regional
Legislative Council
1. Role
Improve pub
lic welfare t
public policy hrough
.
a. Advancin
g Priorities
The DPRD
shares resp
other legisla onsibility wit
tors and th h
Cooperation e executive.
and commun
are integral ication
to building le
alliances an gislative
d advancing
policy intere common
sts.
a. Represen
ting People
The DPRD
has limited,
powers gran temporary
ted through
to advance elections
the interest
people. Rep s of the
resenting th
honor that s e people is a
hould be com n
to constitu municated
ents throug
meetings to h regular
ascertain t
and address heir concern
topics that s
them. interest
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b. Budgeting
The budget establishes
a financial plan for the
government for an
established time period. The intent is to balance
expenses and revenue, establishing guidelines for all
expenditures. This complex process should include
factors from APBD, the Legislative Budget Public
Policy (KUA), Plafon Budget Priorities (PPA), RKPD,
RPJMD, and RPJPD.
c. Supervising
The legislative branch has an oversight role as
the administrative branch carries out legally
established regulations.
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Chapter 1 Role of Regional Legislative Council
Provincial
Legislative Effective and
Budget
Council efficient APBD
Transparency
Representatives Supervision and public
accountability
Function Product
Position/role
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Chapter 2
Understanding Your Constituents
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Chapter 2 Understanding Your Constituents
Understanding
Your Constituents
9 4 5 C o n s t i t u t i o n legally
The 1 ocracy in the R
m
epublic of
established de e e s the freedom
of
. It g u a ra n t
Indonesia e m b ly, and upholds
the
n a n d a s s
associatio
the people.
sovereignty of
t y is t h e fo u ndation for a
ocie
A strong civil s h a ra c te ri s t ic s of a healthy
racy. C
vibrant democ e e d o m of communicat
ion
c lu d e fr
democracy in id e s p re ad participatio
n in
, a n d w
among groups e s t a b li s hes relationsh
ips
D P R D
elections. The id u a l c o n s tituents as th
ey
d in d iv
with groups an
m m u n ica t e t heir interests.
co
1. Demographics
(Source: Nursal, 2004, Political Marketing)
Historical statistical data can establish trends based on
demographic characteristics such as age, gender, religion,
education, employment, socio-economic classes and region.
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b. Gender
Analysis can show the difference in voting or ideals
between men and women. Sub-segments based on
the socio-economic class, career,
profession and social activities will
enhance this data.
c. Age
Rhenaldi Kasali, 1998, establishes
five categories: the transition
period, the formation of families, the increase in
career or family, settle period and the preparation
for retirement. Choose communication tools or
methods based on the audience.
d. Social Class
This category analyzes the level of income, wealth,
size of power, honor and mastery of knowledge –
commonly measured in three divisions as upper,
middle and lower.
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Chapter 2 Understanding Your Constituents
e. Geographic
Categorizing based on region or island, such as Java,
Eastern Indonesia (KTI) and the remaining areas of
Indonesia.
f. Lifestyle
Categorizing based on how time or money is spent.
g. Generational
Measuring the association specified age-groups will
have with certain events that happened in their
lifetime.
2. Constituent Relations
Successful interaction with constituents is based
on thorough knowledge of their needs and community
conditions.
a. Community
Know the needs and general opinions within a
community or group.
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c. Political Trends
Political trends allow prediction of future needs and
opinions.
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Chapter 3
Understanding Public Consultation
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Chapter 3 Understanding Public Consultation
Understanding
Public Consultation
b l i c C o n s u l t a t i o n ?
1. What is uPltuation is directly engaging with
Public cons h activities.
u e n t s t h ro u g
constit
municator
a. Political com r or
o m m u n ica to r is the legislato
The c
political party.
sage
b. Political mes he statements
s a g e s a re t
Political mes
ters.
you deliver to vo
c. Media e Communicator
b y w h ic h t h
The method a g e , inc luding print an
d
M e s s
delivers the
ia.
electronic med
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Chapter 3 Understanding Public Consultation
b. Implementation
• Make a plan.
• Choose a venue.
• Let the community know in advance.
• Arrive prepared.
• Know what you expect to say and what you expect
to hear from voters.
c. Follow up/reporting
• Record the concerns of the community.
• Show your concern.
• Attempt to redress their needs.
• Tell them of any progress or activity that is made in
addressing their concerns.
• Follow up through electronic/written media or
another visit, whenever possible.
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Chapter 4
20 Approaches
Communicating With Constituents
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Chapter 4 20 Approaches Communicating With Constituents
20 Approaches
Communicating With
Constituents
Communication with
constituent’s board
members is vital. This
stage serves to absorb
the growing aspirations
of the community and
the effort to form
cohesive policy.
1. Constituent Meeting
A constituent meeting is
a forum to involve
community leaders, yout
h leaders, religious
leaders, members of the
local government,
nongovernmental organi
zations, women,
businessmen, and any ot
her stakeholders to
determine interests and
needs. It is a highly
effective tool that shou
ld be practiced with
regularity by the legislat
or.
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Materials
- Provincial data and public data
- The results of a study, field activities, community
programs
- Announce or explain government programs
- Provincial Legislative council work plan
Time
- Plan ahead: how long should this meeting last?
Stages / Processes
1. Collect Data and Information
In preparation, use any available
information about stakeholders in the
area. This becomes easier on future
visits to a community.
2. Prepare and Plan
a. Map out relevant factors – such as
age and wealth data.
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Chapter 4 20 Approaches Communicating With Constituents
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5. Choosing a location
a. Options include the Office of the Party
secretariat, personal House member
Legislature, Restaurant, Conference
Hall, elsewhere.
b. Consider space and likely number of
participants.
c. Consider seating arrangement (Where
will local government sit?)
d. Attempt to ensure that everyone can
hear the speaker and questions.
e. Ensure that the space is available
and appropriate, and have a trusted
associate view it in advance.
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Chapter 4 20 Approaches Communicating With Constituents
Time and place Source Aspiration contain Support data Further action
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b. Uses
aging area for
The office is both a st
d a place to
events and meetings, an
ts.
accommodate constituen
c. Methods
making provincial
- Provides a location for
to constituents.
council member available
in information and
- Provides a place to ga
knowledge
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Chapter 4 20 Approaches Communicating With Constituents
d. Stages / Processes
1. Establishment of the Office
a. Determine the location
The Office needs to be accessible to
constituents. It is generally rented
and permanently available, or set up
on a temporary basis at an available
location for a specific series of
meetings.
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e. Activity
1. Log book: A simple record of meeting
and visitors, time, their topic, and any
follow-up activity. This ensures that a
topic is not ignored and builds trust in
the community.
2. Collect suggestions: Keep track of
complaints, concerns, suggestions,
issues, and criticisms. Example form:
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Chapter 4 20 Approaches Communicating With Constituents
2. Advocacy
The office serves as a point of regularly
scheduled communication, once a month or
every three months. Invited participants
include unions, farm groups, fishing groups
and others.
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ities
3. Incidental SocialenAtactl Soivcia l Activities?
a. What are Incid
ies are any
Incidental social activit
, such as
nonpolitical public events
cumcisions,
gatherings caused by cir
this activity, the
deaths, marriage, etc. In
tion themselves
council members can posi
ters and
as implementers, suppor
participants.
b. Uses
ess of the Council
Increase public awaren
will.
member and create good
c. Methods
- Direct Visit
- Delegation
- Material/Speech
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Chapter 4 20 Approaches Communicating With Constituents
d. Materials
- Includes items such as a wreath
greeting, special letters or plaques.
e. Stages / Processes
1. Collect data and information
a. Members of the council learn about
the event by establishing a poiint of
contact to establish what activity
is appropriate, such as giving brief
remarks.
b. Prepare those materials, such as
condolences or congratulations.
2. Implementation
a. The council members stay for the
entire activity as a courtesy
b. Bring any direct social assistance
possible
c. Provide condolences / congratulations
/ thank you / invitation
d. Network at the event.
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perspective.
b. Purpose
This very personal
method has the advantage of
immediacy and informality. Co
nsituents
value this effort.
c. Method
1. Direct visit – unannounced
or let a
neighborhood know in advanc
e of
legislator’s presence
2. Arrive with a pre-planned me
ssage
to the constituent, generally
a local
topic
3. Invite media coverage
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Chapter 4 20 Approaches Communicating With Constituents
d. Materials
Information on legislator’s activities that
can be handed to constituent and media.
e. Stages / Processes
1. Decide an area
2. Decide a topic or message.
3. Go to homes or public areas to meet
constituents.
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b. Uses
These mass events expand the Board
member’s network of constituencies,
build relationships and attract media
attention.
c. Methods
Take an active role in major social
activities in the community.
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Chapter 4 20 Approaches Communicating With Constituents
d. Materials
- List of groups, donors and supporters
involved
- Map of the area
- Schedule of events
- Provide wreath greeting, special letters,
plaques, or the like for souvenirs as a
form of appreciation
e. Stages / Processes
1. Collecting Data and Information
a. Data on networks and special
constituencies
b. Map of the region and stakeholders
c. Determining target priorities
d. Coordinate with various parties
including local governments.
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4. Implementation
a. Plan, evaluate, network and notify
b. Budget
c. Invite or communicate with
participants
d. Document activity
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Chapter 4 20 Approaches Communicating With Constituents
5. Reporting Activity
a. Prepare a report
Example:
Table 1.
CONSTITUENTS POTENTIAL REPORT
BHAKTI SOSIAL ACTIVITY / MASS EVENT
OPEN FIELD X DISTRICT/SUB DISTRICT..........
SUNDAY, JULY 15 2010
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6. Greeting Card
a. What is a greeting card?
Greeting cards/brochures/postcards
are effective around holidays and major
events. They include congratulations
and a standard holiday message plus
highlights of the legislator’s efforts.
b. Uses
Build a positive view of the member, and
ensure consituents of efforts on their
behalf.
c. Methods
Send greeting card to the constituent
via Pos Indonesia or other delivery
services.
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Chapter 4 20 Approaches Communicating With Constituents
d. Materials
- Greeting card
- Brochure stating Provincial council
member’s information
e. Time
Delivery of material is best a week
before the national holidays and must be
prepared several weeks earlier.
f. Stages / Processes
1. Form small teams
Generally three people to design the
cards and handle all details.
3. Preparation of materials
a. Select a message providing interesting,
relevant information.
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4. Delivery
a. Pos Indonesia service at a price of Rp.
3000 for each card sent.
b. Direct delivery from a team of up to ten
people with vehicles generally in the
case of incomplete addresses).
5. Evaluate Responses
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Chapter 4 20 Approaches Communicating With Constituents
b. Use
Enhances the legislator’s direct
knowledge of the community.
c. Methods
d to a
Approach a constituent, or respon
constituent’s approach.
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e. Stages / Processes
20 Approaches
Table 1.
FACE TO FACE WITH LABOUR UNION REPORT
LABOUR UNION OFFICE X………….
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Chapter 4 20 Approaches Communicating With Constituents
mp
8. Information Desk/Can po st?
a. What is Informatio
Information post, more
commonly known as
the post, is a center
of information at the
smallest level (village or
hamlet).
b. Uses
ddle
Effective outreach to the mi
manage it,
quarters. Demands a team to
unication
and helps establish local comm
in more distant areas.
c. Method
1. Build a post
2. Provide information
nd concerns
3. Enable constituents to se
to their representative
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e. Time
Should be a sustained post, not limited
20 Approaches
to elections.
f. Stages / Processes
Preparation
- Determine the need for and interest in a
post in a village.
- Establish a small team.
- Do not use public land. Use a political
supporter’s land.
- Combine volunteer work with political
funds to establish and staff the post.
- Use it to disseminate political
information and leaflets.
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Chapter 4 20 Approaches Communicating With Constituents
b. Uses
Any chance to speak is an opportunity
for outreach and messaging, and a
chance to connect with a group and their
primary issues.
c. Methods
Give remarks.
d. Materials
Any and all data relevant to the
discussion.
e. Stages / Processes
1. Form a small team to prepare
material.
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No Provincial
Problem Community Government council Other Recommendation Follow-up
member Party
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Chapter 4 20 Approaches Communicating With Constituents
b. Uses
Radio and television talk show has two
categories: delivering a message to
the audience and gaining a sense of the
audience’s concerns.
c. Method
Interview by host with questions from
the public.
d. Materials
Any preparatory material about likely
topics, and footage of prior talk shows.
e. Time
60 minutes or less.
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Chapter 4 20 Approaches Communicating With Constituents
b. Uses
Another tool to spread ideas and
solutions, particularly to the influential
members of a community.
c. Materials
Attempt to record every talk show or
significant speech for potential later
use, in whole or in part.
e. Time
- Prepare for tapign in advance, at
least a week.
- Duration varies.
- Give time following the event for DVD
creation.
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Chapter 4 20 Approaches Communicating With Constituents
b. Uses
Public Advertisements are useful
to
introduce a legislator to the public in
a
memorable way, or remind the public
of
work done on their behalf.
c. Method
TV and Radio
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e. Time
- Depends on budget
- Duration 30 to 60 seconds
- Broadcast at prime time
f. Stages / Processes
1. Content
- Address relevant issues
- Respond to misinformation
- Develop public opinion or introduce a
key topic
- Introduce candidate; highlight
biography or work in Council
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Chapter 4 20 Approaches Communicating With Constituents
3. Airing the Ad
- Choosing the right time (prime time or
high viewership)
- Using data surveys to reach the right
area or audience
4. Collect Feedback
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b. Uses
- Allows personal interaction with
constituents
- Allows rapid response to
constituents
- Immediate relay of information
- No geographic limit to information
- Growing online audience
c. Materials
1. Activities or legislation
2. News or information
3. Response to comments by readers
4. Shared opinions or opinions of a
political leader of the same party
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Chapter 4 20 Approaches Communicating With Constituents
d. Time
A website should be updated
routinely. A team to assist is
advisable.
e. Stages / Processes
1. Creating the website / blog
Personal website can be done in
two ways: free or full base. Free
will have content and style limits.
Full base demands a budget for
its creation and some funds
for maintenance. At the start,
expertise will need to be hired or
volunteered.
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b. Uses
c. Methods
- Best placed in visible, open places
(intersection / crossing roads,
sidewalks, open fields, commercial
areas, and places near public
entertainment)
- Use simple,concise and clear
language
- Use visual characteristics to gain
attention and strengthen message
d. Materials
- Profile of board member
- Plans or priorities in brief
- Photos and terms that appeal to
the public
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Chapter 4 20 Approaches Communicating With Constituents
e. Time
- Adapted to the installation
licensing rules that apply
f. Stages / Processes
1. Collecting information
- Identify the issues in the
community
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emerging issues.
b. Purpose
itment
The statement shows a comm
align
to certain principles, helping to
cal
likeminded constituents for politi
purposes.
c. Methods
t of
Write a brief written statemen
s
opinions toward certain key issue
nal
and make it public through perso
website and the media.
d. Materials
at
Any relevant study or data th
t.
adds credibility to the statemen
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Chapter 4 20 Approaches Communicating With Constituents
e. Stages / Processes
1. Collecting Data and Information
Sources include mass media,
networking, articles, studies and
research on the issues.
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current topic.
b. Uses
- Demands research and time
- An effective communications tool
- An opportunity to communicate
with large number sof people
without a budget or other event
planning
- Allows response to current event or
explanation of current legislation
- Allows rebuttal of criticism
c. Materials
- Cite sources of data
- Support assertions with relevant
data
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Chapter 4 20 Approaches Communicating With Constituents
e. Time
Ideally, once a month. Also, in response
to specific events.
f. Stages / processes
1. Get started writing articles
- Form a small team to assist in
information support.
- Define the issue that is the theme
of the article.
- Research the issue thoroughly.
2. Opinion articles
- Opinion articles should be to the
point and interesting to read. Avoid
long paragraphs, and stay on focus.
Base the argument on valid data.
- Submit the article while the issue
is being discusses by the media and
society, not after.
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OPINI
Swasembada Beras, Usaha Siapa?
Mufid A. Busyair, anggota Komisi IV (pertanian, kehutanan, kelautan-
perikanan) DPR RI dari Fraksi Kebangkitan Bangsa
Dalam salah satu iklannya, Partai Golkar mengklaim kadernya di
20 Approaches
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Chapter 4 20 Approaches Communicating With Constituents
Menurut angka ramalan III BPS, produksi padi 2008 mencapai 60,280
juta ton gabah, naik 5,7 persen dari produksi pada 2007 (57,051 juta
ton gabah). Peningkatan produksi padi sebesar ini hanya pernah dicapai
oleh Orde Baru pada rentang 1969-1984.
Untuk memberikan insentif ekonomi agar petani tetap tertarik berusaha
tani, DPR, khususnya Komisi IV, meminta pemerintah menyubsidi pupuk
dan menaikkan harga pembelian pemerintah (HPP) untuk gabah/beras. Dari
tahun ke tahun nilai subsidi pupuk naik: dari Rp 7,8 triliun (2007), jadi Rp
14,1 triliun (2008), dan Rp 17,5 triliun (2009). Pada 2007, Komisi IV
mendesak pemerintah menaikkan HPP. Ini kesepakatan bulat dari semua
fraksi, tetapi pemerintah tetap bergeming saat itu. Kenaikan HPP baru
dilakukan April 2008. Itu artinya, selama 2007 petani tidak menikmati
harga baru. Dari sisi waktu, kenaikan HPP per April 2008 tidak tepat.
Lazimnya, HPP dibuat sebelum musim tanam dan diberlakukan saat panen
raya. Saat HPP dinaikkan, panen tinggal sebulan. Bahkan sebagian besar
petani sudah tidak memiliki gabah/beras lagi.
Pada 2008, Komisi IV DPR kembali meminta pemerintah menaikkan HPP.
Alasannya, setelah kenaikan harga BBM dua kali selama 2008, ongkos
produksi usaha tani naik berkali lipat. Tanpa kenaikan HPP, petani akan
merugi. Saat usulan ini dibahas di Panitia Anggaran, pemerintah dan
anggota panitia anggaran dari kader partai tertentu justru keberatan
dengan alasan kenaikan HPP akan menimbulkan inflasi, walau akhirnya
setuju. Baru pada akhir 2008 pemerintah mengeluarkan Instruksi
Presiden Nomor 8 Tahun 2008 tentang Kebijakan Perberasan. Dalam
inpres yang mulai berlaku 1 Januari 2009 itu, harga per kilogram gabah
kering panen (GKP) naik dari Rp 2.200 menjadi Rp 2.400, gabah kering
giling (GKG) meningkat dari Rp 2.840 menjadi Rp 3.000, dan beras dari
Rp 4.300 menjadi Rp 4.600. Harga gabah/beras yang relatif stabil telah
memberikan insentif ekonomi kepada petani.
Prestasi swasembada beras juga tidak lepas dari kerja-kerja di lapangan,
seperti yang diemban para penyuluh pertanian dan pegiat LSM. Mereka
menularkan inovasi-inovasi, temuan, dan pengetahuan baru kepada petani.
Kerja keras itu didiseminasikan melalui Sekolah Lapang Pengelolaan
dan Sumber Daya secara Terpadu. Lewat sekolah lapang, petani saling
belajar, bereksperimen, dan memecahkan aneka persoalan, mulai dari bibit,
hama, ihwal iklim, hingga pupuk. Namun, dari semua level, sesungguhnya
keberhasilan ini adalah buah “semangat dan kerja keras petani” yang tak
kenal lelah walau masalah--yang seharusnya bisa diselesaikan pemerintah-
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Chapter 4 20 Approaches Communicating With Constituents
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organizations, such
as labor groups,
farmers, fishermen, culture
and sports,
such as a role as a board me
mber.
b. Uses
Provides a base of supp
ort.
c. Participation
- Be actively involved in vis
ible
activities.
- Choose the activities th
at best
advance your goals.
- Naturally develop comm
unication
with more constituents th
rough
this venue.
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Chapter 4 20 Approaches Communicating With Constituents
b. Uses
- Helps constituents communicate
approval/disapproval to their
representatives.
- Helps legisaltors understand opinion
and perceptions of conditions or
legislation.
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e. Stages / Processes
20 Approaches
1. Survey preparation
- Funding and topics prepared in
cooperation with political parties.
- Surveys are based on relevant data.
- Cooperating with public research
institutes and universities
establishes credibility and
consistent methods for the survey.
2. Implementation of survey
- Adherence to consistent methods is
necessary to achieve the most useful
information.
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Chapter 4 20 Approaches Communicating With Constituents
b. Uses
The mobile office brings the legislator
access to remote constituents, and
enhances communications and feedback
that would otherwise be unlikely.
c. Methods
- Dissemination of information
- Distribution of questionnaires
- Social assistance.
d. Materials
- Brochures and leaflets
- Questionnaires for capturing the
opinions of the community
- Drugs or food for disaster relief (the
car can be equipped to double as an
ambulance)
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2. Implementation
- Coordinate with local areas.
- Rotate to visit all areas.
- Stoock the car with materials for
distribution.
- Staff uses the questionnaire to
capture feedback from community.
3. Prepare reports
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Chapter 4 20 Approaches Communicating With Constituents
Site
20. Face Book/Networ?king Social
a. What is Facebook
orking website
Facebook is a social netw
04 and
launched on February 4, 20
rg, a Harvard
founded by Mark Zuckerbe
ip on this
graduate. With a membersh
t with
site, a member can interac
distant constituents.
b. Uses
reported by
According to statistics
esia is now
CheckFacebook.com, Indon
users in
among the top 10 Facebook
rkey on the
the world, second only to Tu
ly 6 million
continent of Asia with near
users of the site.
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d. Time
Managing Facebook can be done from
the office or at home as time allows.
e. Stages / Processes
1. Creating an account on Facebook
a. Once your computer is connected
to the Internet, opens your browser
(Internet Explorer, Firefox or Opera)
and type www.facebook.com
b. Sign up. Include your first name,
last name your email, new password,
gender, and your birth date and press
SIGN UP. Generally, create an email
address for this purpose apart from
your private email.
c. Facebook will send a verification
e-mail to the address you use. Follow
the directions to confirm.
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Chapter 5: Conclusion
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Appendix
Photo:
District Office
(constituent service bureau) that was
established by DPR-RI Anton A. Mashur, SE
NTT Dapil Ahmad Yani No. 1. 77Telp. (0385)
22,867 Ruteng, Flores
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Public discussion involving the speaker from Provincial council member, NGOs !
and local government officials
Talk show about the eliminating poverty Bogor Mayor, Members of Provincial council member from
the PKS (Vice Chairman of DPRD Kota Bogor), Yasmina (NGO), Mass Media, Public Representative
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Chapter 5 Appendix
Example:
Website Saleh Ismail Mukadar (www.salehmukadar.com) PDI Struggle Faction Parliament of
East Java Province, from 2004 to 2009
Example:
Members of the House of Golkar
faction period 2004-2009, M
Azwir Tara posing
with the background around the
ambulance had.
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